Docebo’s Audit Trail App, Explained!

• 5 min read

Docebo’s Audit Trail App helps you allocate specific accountability in incidents related to regulatory compliance requirements.

An audit trail (or audit log) is a permanent record of any administrative actions performed in your learning management system (LMS), such as important changes to course completion or enrollment status. The Audit Trail report produces evidence of sequences of activities that have affected specific operations, procedures or events. It is incredibly useful when you need to allocate specific accountability in incidents specifically related to regulatory compliance. The Audit Trail app makes the Docebo LMS CF21 chap. 11 compliant.

Why do You Need an Audit Trail in Your Learning Platform?

Complete control over your learning activities: An audit trail makes life easier for your customers. If you’re dealing with any software and have more than one administrator in charge of your learning platform, you may encounter common issues, such as “who deleted this user” or “who updated this item?” Docebo’s Audit Trail app solves these issues by keeping track of all relevant data and giving you the information you need to be aware of who is responsible for the information that lies within your learning platform.

Make regulatory compliance easier: Depending on where you are in the world, there will likely be a number of regulations that will require you to track specific data related to the events that have occured within your learning platform, ensuring the accuracy and trustworthiness of the certifications data your platform provides.

Among the most well-known regulations is the FDA’s 21 CFR Part 11 compliance. Title 21 CFR Part 11 is the part of Title 21 of the Code of Federal Regulations that establishes the US Food and Drug Administration (FDA) regulations on electronic records and electronic signatures (ERES). Part 11 defines the criteria under which electronic records and electronic signatures are considered to be trustworthy, reliable and equivalent to paper records (Title 21 CFR Part 11 Section 11.1 (a).

To comply with these requirements, a learning platform must ensure its features and any necessary information are managed safely and the proper storage of activities and processes. Auditing is critically important to living up to these requirements, by providing users a way to track each and every action in the learning platform’s database, plus the information related to the kind of change made and the time, including creation, updating and deletion of sensitive data.

For example, the benefits of Part 11 compliance in your learning platform include:

  • It’s easy to elaborate on, check or approve documents
  • It minimizes efforts to comply to regulatory standards, such as FDA, ISO, etc.
  • It avoids the duplication of content, and limits access to only active content
  • It guarantees the availability and trackability of all records and activities
  • It enhances the user’s experience with the learning platform

Achieve Compliance by Activating The Audit Trail App

Activating the Audit Trail app gives you a way to assure full compliance of your corporate training. Once the app has been activated, it will appear in your dashboard inside the custom report area. When you select it, and choose the users and courses that you’d like reflected in the report, you can identify specific information you’d like to collect, such as:

Once you’ve selected the information you’d like included in the report, you can run the report to view the specified list of actions. You’ll also have visibility into the IP addresses related to specific users who have performed certain actions. In other words, you have a permanent record of any and all activities performed within your learning platform, along with who performed them to ensure you have the information you need in any cases in which there are questions related to any of your compliance requirements.

How to Manage the Audit Trail App

Activate the app: Access the Admin Menu via the gear in the top right corner of your dashboard, then press the Add New Apps button at the top of the menu. Once you reach the Docebo Additional Features tab, locate the Audit Trail & 21 CFR Part 11 app in the list. Click the Contact Us button in the app’s row. Fill out the proper form using the Communication Center, then Docebo will contact you regarding the activation of the app.

Create audit trail reports: Access the Admin Menu – press the Reports item in the E-Learning section. Create a custom report by providing a name for it in the pop-up box, then flag the option to create an Audit Trail report, and press ‘Next’. You will then be prompted to select the users you’d like to include in the report, by choosing them from the users, groups or branch tab. Your learning platform can manage multiple selections among tabs. You’re also able to run a report on all registered users if you need to.

You will then need to identify the courses you’d like to include in the report, and can do so by selecting the data you’d like to see in the report, browsing among different event categories, such as:

  • Power users: main actions concerning allocation, purchasing, reclaiming seats, performed by each power user.
  • Courses: actions concerning deleting or updating courses, catalogs, training materials, widgets or the courses category.
  • Custom reports: actions concerning creation, publishing (for Power users), or deletion of customized reports.
  • Learning Plans: actions concerning creating, updating or deleting learning plans.
    Users management: actions about creating, deleting and updating users into the platform and the association (or dissociation) of a user in a group.

You can also select how the data will be ordered in the report using the Order By dropdown menu. Press ‘Next’ and choose where you’d like to schedule a report, view it, or save it.

When your audit trail report is created, it will be listed among the main reports page within your learning platform’s dashboard. There is a row dedicated to each report, which displays the report’s name, its author, creation date and report visibility (who can or can’t see it). Reports can be downloaded and exported as CSV, XLS or HTML format.

Audit trail reports are publicly visible by default, giving all superadmins, the report’s owner and power users can view each audit trail report. To edit its visibility, simply click on the item in the filter column to select who can or can’t see the report.

(NOTE: This app is only available for Docebo Enterprise clients.)Docebo’s Audit Trail App is the tool you need to keep a close-eye on any and all activities happening in your learning platform and ensure your platform’s e-learning compliance.